Executive Assistant

About the Role

The role is based in San Francisco, operating in the Pacific timezone, and is ideal for someone who thrives in dynamic, collaborative, and fast-paced environments. The successful candidate will be detail-oriented, highly organized, and able to maintain confidentiality while working with sensitive information.

Cohere's mission to train and deploy frontier models for developers and enterprises building AI systems is at the forefront of the tech industry. By joining this team, the Executive Assistant will be part of a diverse group of researchers, engineers, designers, and more, all passionate about their craft and committed to making AI accessible.

What You Will Do

• Manage calendars for the leadership team, ensuring efficient scheduling and minimal conflicts.
• Oversee executive email inboxes, drafting responses, and flagging urgent matters.
• Coordinate internal and external meetings, including 1:1s, board meetings, and partner meetings.
• Arrange domestic and international travel, booking flights and accommodations, and handling expense reconciliation.
• Identify opportunities to add value and proactively take on tasks to enhance the leadership team's productivity.
• Participate in special projects, such as organizing team events, off-sites, or community-building activities.
• Maintain organized filing systems for correspondence and ensure timely follow-ups.
• Create and maintain internal documentation and share knowledge across the team.
• Format communications for the leadership team, ensuring clarity and professionalism.
• Communicate effectively with internal and external stakeholders while maintaining confidentiality.

What We Are Looking For

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or equivalent role.
• Proven ability to anticipate and address the needs of senior leaders in a fast-paced environment.
• Experience managing multiple calendars, demonstrating flexibility and problem-solving skills.
• Strong communication skills, both written and verbal, with the ability to speak to C-level stakeholders.
• High self-motivation, exercising discretion, tact, and professionalism in all interactions.
• Detail-oriented with excellent organizational skills, able to work under tight deadlines.
• Experience with tools like Slack, Google Calendar, Google Sheets, and Google Slides.
• Ability to work independently and as part of a team, enjoying a balance of collaborative and independent work.
• Experience creating and maintaining positive working relationships with internal and external stakeholders.

Nice to Have

• Previous experience in the tech or AI industry, understanding the unique challenges and opportunities.
• Knowledge of Adjust and experience with data analysis.
• Certification in administrative assistance or a related field.
• Experience with event planning and coordination.

Benefits and Perks

• Opportunity to work with a pioneering AI company, contributing to the development of frontier models.
• Collaborative and dynamic work environment with a team of passionate professionals.
• Professional development opportunities, including training and mentorship.
• Competitive compensation package, though details are not disclosed.
• Flexible working hours and remote work options, with a stipend for home office setup.
• Access to the latest technology and tools, including Google Suite and Slack.
• Health insurance and wellness programs to support work-life balance.
• Generous PTO policy, encouraging rest and rejuvenation.

• Showcase your ability to work proactively and independently, highlighting times when you've taken the initiative to solve problems or improve processes.
• Familiarize yourself with Google Sheets and Adjust, as these tools are crucial for the role. Practice using them to demonstrate your proficiency.
• Prepare examples of times when you've maintained confidentiality and handled sensitive information with discretion.
• Develop a strong understanding of the AI industry and Cohere's mission to scale intelligence, demonstrating your enthusiasm for the field.
• Tailor your resume and cover letter to the role, emphasizing your experience in administrative support, especially in fast-paced environments.
• Be ready to discuss your experience with calendar management, email oversight, and travel coordination, providing specific examples of your skills in these areas.